Executive Assistant to Chief of Staff, Office President

Executive Assistant to Chief of Staff, Office of the President

Thank you for your interest in Stanford University. While we have instituted a hiring pause for non-critical staff positions, we are actively recruiting for most of the positions currently listed on our careers page. We will update the page when the broader hiring pause is lifted.

The Office of the President is seeking an experienced Executive Assistant (EA) with exceptional calendaring, communication, and project management skills. Reporting to the Chief of Staff, the EA will thrive in a dynamic environment, adapt seamlessly to evolving priorities, and independently manage projects while exercising sound judgment on complex matters. The EA will professionally interact and coordinate meetings and correspondence with individuals and entities internal and external to the university, including academic officers and faculty, senior level officers and staff, donors, and government officials.

The EA will handle sensitive content with discretion, ensuring timely, accurate execution in line with university policies. The EA will collaborate closely with senior leaders and cross-functional teams across the university, building strong relationships, aligning stakeholders, and fostering a culture of teamwork to advance the Office of the President’s priorities. The EA will support both the Chief of Staff and Vice President for University Affairs & Secretary to the Board of Trustees within the Office of the President.

• Coordinate executive administrative activities of the Office of the President, including management of complex calendars, travel arrangements and associated logistics. Independently commit senior leader's time to those requesting access based on an in-depth understanding of the priorities, needs and context of the university framework.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Office of the President; follow up with appropriate parties to ensure deadlines are met.
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including academic officers and faculty, senior level officers and staff, donors, and government officials.
• Serve as executive liaison to various internal and external constituencies, including screening correspondence and telephone calls and keeping senior leaders informed of all matters requiring attention.
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
• Organize and maintain the workings of the Office of the President. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
• May also supervise staff.

• Education & Experience: Bachelor s degree and seven years of relevant experience or combination of education and relevant experience.
• Knowledge, Skills and Abilities: Demonstrated extensive high-level administrative experience supporting executive level individuals.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• Contextual understanding of senior leader's role within the university framework.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.
• Advanced computer skills and demonstrated experience with office software and email applications.

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a phone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

* Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORK STANDARDS:
Interpersonal

Skills:

Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety:
Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable…